News & Announcements Archive
SOMOGC News & Announcements - 2025
Meeting Recording
- Passcode: ^0K6T2WW
Discussion Topics
Section 6 – Budget Concepts and Development
- Planning / Preparing Budgets – best practices?
- Templates
- Maintaining version control
- Working with collaborators
- Huron budgeting
- Budget categories
- Direct Costs
- Personnel
- Other Direct Costs (ODC) / Other Than Personnel Services (OTPS)
- Equipment
- Participant Support vs Patient Care
- Indirect Costs / F&A / Overhead
- TDC vs MTDC
- F&A waivers
- Upcoming changes with Uniform Guidance
- Direct Costs
- Allowable vs Allocable Costs
- Subrecipient vs Vendor
- Cost Sharing
-
- Mandatory vs Voluntary
- Voluntary Committed vs Uncommitted
- Mandatory vs Voluntary
- Budget Justifications – best practices?
Section 7 – Review and Submit the Proposal
- Key Roles / Responsibilities
- Huron How-Tos?
- Validation errors vs “real” errors
Section 8 – Next Steps
- Tips?
ZOOM AI Meeting Summary
Quick recap
The LevelUp study group focused on the second half of the pre-award module, discussing budgeting variations, cost sharing, and the strategic decision-making process around cost sharing in research projects. The team also discussed the complexities of payroll allocations, the process of budgeting for payroll and personnel costs, and the allocation and justification of costs in research projects. Lastly, they discussed the purchasing of research materials by their respective research labs and the implications of different financial management strategies within departments or units.
Next steps
• Anatolii to work with Nate to find a better way to access salary information for wage employees in the system.
• Lauren to share the budget calculation example document with the group.
• Eileen to review the engineering department’s documentation methods for allocating costs like paper towels and lab coats to grants.
• All attendees to review the payroll costing reports in Click Sense for accessing employee salary information.
• All attendees to consider putting detailed cost allocations in pre-award budgets to avoid issues in post-award.
Summary
Budgeting and Cost Sharing Clarifications
Lauren led the third week of the LevelUp study group, focusing on the second half of the pre-award module, which primarily dealt with budgeting and proposal submission. The discussion was open to questions and clarifications, with a particular emphasis on budgeting variations among different units and sponsors. Kim raised a question about cost sharing, specifically when it’s mandatory and when it’s voluntary. Lauren explained the difference between mandatory and voluntary cost sharing, and how it applies to various scenarios. She also clarified the concept of cost match, which is sometimes confused with cost sharing. The conversation ended with an open discussion on the topic.
Strategic Cost Sharing in Research
Lauren and Nate discussed the strategic decision-making process around cost sharing in research projects. They emphasized that the more an institution supports a research project, the lower the future F&A rate will be. Lauren noted that while they try to avoid committed voluntary cost share, it’s sometimes unavoidable. She also mentioned that the more the institution supports the research, the more the F&A rate will be driven down. Nate highlighted the importance of educating faculty about cost sharing early in the process and the implications of quantifying cost share in proposals. Lauren also discussed the balancing act administrators face in supporting faculty while considering the institution’s compliance and policy requirements. Erin expressed confusion about the in-kind support portion of the other support document, and Lauren clarified that institutional start-ups are not required to be reported as in-kind support.
In-Kind Support and Cost Share Discussion
In the meeting, Lauren and Erin discussed the concept of ‘in-kind’ support, where a student’s effort supports a faculty member’s research without direct funding. They also discussed the importance of quantifying such support and the potential for it to become cost share. Erin raised a question about reporting philanthropic gift funds, to which Lauren explained that if these funds support the research, they should be included in the other support section. Lauren also clarified that the salary cap is expected to increase, but until NIH officially adopts the new cap, they continue to budget according to the current cap. Lastly, Lauren and Susan discussed the institution’s minimum effort policy for principal investigators (PIs) and how it can lead to cost share situations.
External Grants and Effort Policy
Lauren and Nate discussed the policy of allocating 1% effort for projects, which could span across a 12-month period including summer. They clarified that this policy applies to all external grants, unless there are exceptions, such as equipment grants. They also mentioned that the minimum effort policy is FNI 28, and that exceptions are listed in Appendix A of the policy document. Nate provided an example of a special case award, the Vata awards, which are for supplemental funds and do not require the 1% effort. Ian confirmed that this was the policy he was thinking of.
Handling Cost Share and Salary Over Cap
The team discussed the handling of cost share and salary over the cap in grant allocations. Eileen raised a question about the difference in handling between the two, to which Alex explained that real cost share needs to be tracked separately, while salary over the cap does not. He clarified that the latter is not reported to the sponsor but is included in effort reports. Lauren added that salary over the cap is considered cost share and is included in their F and A calculation. The team also discussed situations where a faculty member’s effort exceeds the minimum requirement, leading to a cost share of that effort. Lastly, Alex mentioned a rare situation where both cost share and salary over the cap are present on one grant, and how to handle such cases.
Payroll Allocations and Reporting Challenges
The team discussed the complexities of payroll allocations, particularly for physicians and staff. They agreed that the workday payroll costing report, which includes institutional base salary, is a useful tool for determining total base salary. However, they noted that wage employees are not included in this report, which is a blind spot. They also discussed the need to include supplements in the total base salary calculation. The team agreed to further investigate the issue of non-exempt employees not appearing in the IBS report.
Payroll, Personnel Costs, and Budgeting
The team discussed the process of budgeting for payroll and personnel costs, with a focus on the academic salary plan for Upg and the University Physicians group. They also discussed the potential impact of a new salary cap, with the understanding that they are not required to redo budgets if the cap is implemented. The team also touched on the distinction between allowable and allocable costs, with a focus on their impact on direct and indirect costs. The conversation ended with a discussion about the cost standards, including allowability, allocability, reasonableness, and consistency.
Research Project Cost Allocation Discussion
In the meeting, Gina, Lauren, Nate, and Eileen discussed the allocation and justification of costs in research projects. They emphasized the importance of having a defensible methodology for cost allocation, especially for general lab supplies and specialized software. They also highlighted the need for documentation to support these allocations. Eileen mentioned a presentation by the engineering department on how to document costs for items like paper towels and lab coats. The team agreed that thorough budgeting in pre-award stages can reduce post-award issues.
Research Material Purchasing and F&A
In the meeting, Eileen and Lauren discussed the purchasing of research materials by their respective research labs. They agreed that the people responsible for purchasing should be aware of the decision-making process and methodology for allocating funds. Eileen raised a concern about a PI needing pens, which was denied as it was not allocable to the F&A account. Lauren suggested that the PI should discuss this with their department. They also discussed the implications of different financial management strategies within departments or units. Lauren explained the concept of a central tax, which is a percentage of the research activity’s funding paid back into the central offices. This tax can impact the recovery of funds from grants with full F&A recovery. The team agreed to reconvene next week to continue their discussion on the post-award module.
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Meeting Recording
- Passcode: 8AY?0dS@
Discussion Topics
Section 2 – Defining the Roles
- Organizational structure at UVA
- What are the roles for Dept | School | Central/OSP?
- What are the responsibilities of the PI vs Admin?
- Who can be PI? (RES-011 https://uvapolicy.virginia.edu/policy/RES-011)
Section 3 – Understand the Proposal Requirements
- Funding mechanisms
- Determine Gift vs Grant/Contract (FIN-001 https://uvapolicy.virginia.edu/policy/FIN-001)
- Determine Subcontract vs Vendor
- SBIR/STTR and Faculty Startups
- RFP review
- Checklist and/or Matrix?
- Deadlines at UVA
Section 4 – Electronic Research Administration
- How do systems interface with Grants.gov?
- What common systems to we use at UVA?
- How to get access to systems or accounts
Section 5 – Managing Compliance
- FCOI disclosure and management
- Required compliance trainings and frequency
- Human/animal compliance
- HSR vs Exempt HSR vs Non-HSR
- Subrecipient risk assessment and monitoring
ZOOM AI Meeting Summary
Quick recap
The meeting focused on the pre-award module and research administration processes at UVA, discussing the roles of various offices, grant management complexities, and compliance requirements. Participants explored the organizational structure, responsibilities of different departments, and the challenges in managing grants across multiple units. The discussion also covered topics such as proposal setup, collaborations with external parties, system access, and the importance of understanding compliance regulations, particularly regarding Financial Conflict of Interest and human subjects research.
Next steps
• Attendees to review the PI eligibility policy (Res-11) for externally funded sponsored programs.
• Attendees to consult with OSP or local administrative office before attempting to register or create accounts in various research administration systems.
• Attendees to ensure faculty complete the four required administrative compliance items: annual financial disclosure, COI training, undue foreign influence training, and patent agreement.
• Attendees to be aware of the difference between human subject research, exempt research, and not human subject research when working with human data or samples.
• Attendees to follow up on providing IRB approval to lift restrictions on awards, when applicable.
• Attendees to be aware of the subrecipient risk assessment process and its relation to the consortium commitment form.
Summary
Pre-Award Module and UVA Structure
Lauren initiated a discussion about the pre-award module, focusing on the first five sections. She sought to clarify the organizational structure at UVA, particularly the roles of OSP, the Office of the Vice President for Research, and the School of Medicine’s Grants and Contracts office. Emily asked about the differences between OSP and the Office of Research, and Lauren explained that OSP is the central office for research administration, while the Office of Research is more involved in proposal development. Steven confirmed Kim Mayer’s title as Director of Research Development. The conversation ended with Lauren encouraging further questions and discussions.
Roles and Responsibilities in Research Administration
Lauren discussed the roles and responsibilities of different offices within the institution, particularly in the School of Medicine. She explained that the Office of Sponsored Programs (OSP) is responsible for negotiating and approving terms and conditions, managing financial transactions, and handling external reporting. However, she noted that the process is not linear and involves various stakeholders, including the Institutional Review Board (IRB), the Clinical Trials Office, and the Vice President for Research (VPR). Steven added that data management and certification processes also involve different offices, leading to potential confusion and delays. Lauren emphasized the importance of understanding the various parts of the research administration process and liaising with the relevant experts. She also highlighted the complexity of deciding where to house awards, which can affect funding and space availability for different units. Kim asked about the decision-making process when grants are submitted by two different departments, and Lauren indicated that it’s not always straightforward, with the bulk of the funding and effort potentially going to one department.
Managing Grants and Funding Complexities Grants and Funding Complexities
The team discussed the complexities of managing grants and funding across different departments and schools. They highlighted the importance of setting up separate grant lines for better financial tracking and reporting. The need for clear communication and collaboration between pre-award and post-award teams was emphasized. The team also discussed the challenges of tracking credit for multi-PI situations and the need for better system reporting. They touched on the policy regarding who can be a PI on a sponsored award and the process for requesting exceptions. Lastly, they discussed the importance of understanding the difference between a grant and a gift, and a subcontractor and a vendor.
Proposal Setup and Conflict Management
Lauren discussed the complexities of setting up proposals and collaborations with outside parties, emphasizing the importance of understanding the specific definitions and requirements for subcontractors and vendors. She also highlighted the challenges of managing conflicts of interest in SBIR and STTR awards, suggesting close collaboration with faculty, the VPR’s office, and the COI committee. Lauren also mentioned the usefulness of a matrix or flow chart for managing large teams and the availability of a checklist on the Raptor website for reviewing funding opportunities. Nate added that the subcontractor versus vendor form can be difficult to interpret and recommended consulting with OSP for clarification. The conversation ended with a discussion about the applicability of Res. 11 to self-funded or departmental studies, with Lauren suggesting that it primarily applies to externally funded, sponsored programs.
Exception Approval for Research Projects
Lauren, Steven, and Nate discussed the process of exception approval for research projects, particularly in the context of the School of Medicine. They emphasized the need for faculty appointments and the importance of a progression plan for the individual involved in the project. They also touched on the electronic research administration system, specifically how it interfaces with grants.gov, which serves as a hub for various Federal funding opportunities. Nate suggested looking at the Rfa internally for specific eligibility criteria. Lauren mentioned the role of the department chair, immediate supervisor, and the Dean’s office in the approval process, which then goes to Stuart Craig or the Director at OSP for final approval.
UVA System Access and Guidance
Lauren clarified the structure of system access for new employees at UVA, emphasizing the importance of reaching out to local offices or OSP for guidance on accessing various systems. She noted that different systems require different levels of access and that institutional profiles often precede individual ones. Jayde shared her experience of trying to access research.gov, which required a connection with the institution, and Lauren confirmed this process. Lauren also suggested using the Raptor portal for information on major systems and their access procedures.
FCOI Compliance and Training Overview
Lauren discussed the topic of compliance, specifically focusing on the Financial Conflict of Interest (FCOI) requirements for faculty. She explained that FCOI is part of a larger compliance umbrella, which includes financial compliance, human and animal subjects, and export controls. Lauren highlighted the changes brought about by the Huron FCOI module, which was introduced about a year ago. She outlined the four parts of administrative compliance: the annual submission of significant financial interest disclosure, the compliance training module, the training module on undue foreign influence, and the patent agreement. Lauren emphasized that the annual disclosure and the FCOI training, which occurs every four years, are the most critical for sponsor programs. She also mentioned that changes might be coming to the requirements at the Federal level, which could affect the training and frequency of compliance.
Co-Investigator Roles and Research Responsibilities
Lauren and Emily discussed the role of a co-investigator in research projects. Lauren clarified that a co-investigator typically implies a senior key person but doesn’t necessarily mean they are responsible for the design, conduct, or reporting of the research. Emily asked about the implications of this role. Lauren also mentioned that there are other areas of training specific to the work done, such as human subjects training, lab safety, and responsible conduct of research. The discussion also touched on the roles of the Institutional Review Board (IRB) in human subject research, with Lauren explaining the distinction between the Social and Behavioral Sciences (SBS) and the Health Sciences Research (HSR) sections.
IRB, IACUC, and Reliance Agreements
Lauren discussed the differences between the Institutional Review Board (IRB) and the Institutional Animal Care and Use Committee (IACUC), emphasizing that they are responsible for animal and human subject research respectively. She highlighted the importance of understanding the nuances in determining whether a study is human subject research or exempt research. Lauren also mentioned a new tool from the IRB to facilitate studies that are not human subject research. She further explained the concept of reliance agreements, particularly in the context of single IRB (sIRB) or central IRB, and the need for these agreements to be up-to-date. Lastly, she touched on the sub-recipient risk assessment and monitoring process, emphasizing the importance of providing necessary information to the Office of Sponsored Programs (OSP) for this process.
The team discussed the complexities of managing grants and funding across different departments and schools. They highlighted the importance of setting up separate grant lines for better financial tracking and reporting. The need for clear communication and collaboration between pre-award and post-award teams was emphasized. The team also discussed the challenges of tracking credit for multi-PI situations and the need for better system reporting. They touched on the policy regarding who can be a PI on a sponsored award and the process for requesting exceptions. Lastly, they discussed the importance of understanding the difference between a grant and a gift, and a subcontractor and a vendor.
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Meeting Recording
- Passcode: =m6Y9Tu.
ZOOM AI Meeting Summary
Quick recap
The team discussed the Levelup Study group, a course purchased by the team last summer, and considered whether to renew it at different levels or purchase a set number of tokens for specific modules or courses as needed. They also discussed the importance of relationships in research administration, the challenges of navigating the complex structure of their institution, and the potential of using a training program as a baseline for institution-specific training. Lastly, they discussed potential changes in funding for NIH grants under the incoming administration, the roles and responsibilities within their institution, and the challenges of onboarding new faculty and researchers.
Next steps
• Shawn to follow up with SRA about accessibility options for the LevelUp modules.
• Lauren to look into potential screen reader options for the LevelUp modules.
• Lauren to consider reordering the LevelUp modules based on group feedback.
• Lauren to add additional sessions to cover new LevelUp modules on cost transfers.
• RAMP UP group to consider creating a roles and responsibilities checklist for new faculty and grant administrators as a future project.
• Lauren to share information about the upcoming Virginia chapter meeting for Research Administrators at University of Richmond in July.
Summary
Levelup Study Group Renewal Discussion
The meeting was a discussion about the Levelup Study group, a course purchased by the team last summer. The course is set to end in May 2025, but there’s a possibility of renewing it. The team is considering whether to renew at different levels, possibly purchasing a set number of tokens for specific modules or courses as needed. The first module discussed was about relationships, roles, and responsibilities, and the team was open to discussing any thoughts or questions related to the content.
Improving Relationships and Communication in Research
In the meeting, Lauren, Eileen, Erin, Alex, Steven, and Helen discussed the importance of relationships in research administration, particularly with Principal Investigators (PIs). They noted that these relationships can be strained and that there’s a need for better understanding and communication. They also discussed the challenges of navigating the complex structure of their institution and the varying expectations of new faculty members. Helen suggested the creation of a checklist outlining roles and responsibilities to help new faculty and grant administrators. The team agreed that this would be a valuable tool for clarifying responsibilities and improving communication.
Raptor Group Project and Mentorship
Lauren proposed the idea of creating a draft for a project that could be tackled by the Raptor Group, which could also be a great project for the ramp-up mentorship program. Helen suggested bringing this up at the next general meeting to see if anyone didn’t have an assigned project and would like to take it on. Lauren agreed, noting that as staff changes and processes evolve, having a baseline would be beneficial. Candice provided a link to OSP’s roles and responsibilities matrix, which Lauren found very detailed. Erin expressed interest in learning more about funding avenues beyond NIH and Dod, while Shawn found the assessment broad but useful for general information.
Training Program and Audio Functionality
The team discussed the potential of using a training program as a baseline for institution-specific training. They agreed that the program could provide a general understanding of the field, which could then be tailored to their specific needs. The team also discussed the functionality of the program, with a particular focus on the lack of audio components. Erin suggested the possibility of accommodations for those who need audio, and Shawn agreed to inquire about this. The team also considered the possibility of using browser plugins to read websites, which could be a helpful tool for those who prefer to read and listen simultaneously.
Improving Educational Content and Training
The team discussed the challenges and potential improvements of their current educational content, which they found to be dense and reading-intensive. They agreed that in-person training would be beneficial, but also acknowledged the need for remote learning options. The team also discussed the addition of new modules, including one on cost transfers, and the potential for expanding their training program. They also touched on the development of a new framework by Srai to standardize career progression in research administration. The team expressed a desire for more interactive and engaging content, and the possibility of earning CRA credits through their current training program.
NIH Grant Funding and Staffing Changes
The team discussed potential changes in funding for NIH grants under the incoming administration. Lauren expressed less concern about drastic changes like eliminating F&A or indirect costs, but anticipated changes in funding priorities. Steven agreed, noting that such changes could be implemented more easily than drastic measures like eliminating F&A. Lauren also mentioned the possibility of initiatives from the government accountability or efficiency office potentially leading to open positions not being filled or reductions in staffing. The team acknowledged the uncertainty of these changes and the possibility of being wrong about their predictions.
Clarifying Roles in Pre-Award and Post-Award
The team discussed the roles and responsibilities within their institution, particularly in relation to pre-award and post-award processes. They noted that many departments handle both pre-award and post-award tasks, which can lead to confusion. The team also discussed the potential for cultural change and better-defined terminology to clarify these roles. They considered the impact of systems like Workday on these processes and the potential for a shift towards more specialized roles. The team also discussed the challenges of managing deadlines and other award management tasks simultaneously.
Onboarding Faculty and Sponsored Programs
In the meeting, Lauren, Shawn, Steven, CDT8P, and others discussed the challenges of onboarding new faculty and researchers at the institution. They discussed the need for better communication and understanding of the processes involved in sponsored programs administration. Lauren suggested that creating a community where everyone knows they have support can help in this process. They also discussed the development of onboarding documents and modules to guide new faculty through the specifics of sponsored programs administration. The team also discussed the upcoming Virginia chapter meeting for research administrators. Shawn clarified the structure of the pre-award sections in the training module. The team agreed to continue their weekly meetings to progress through the modules.
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SOMOGC News & Announcements - 2024
Meeting Recording: https://virginia.zoom.us/rec/share/DgTdO27HlMZp_RDP3CEWPu1p6ILFELAF_IG3_l05NlYcdwurtR0hUIbg7niGgjGg.eec9cy80bKIGdLrm
- Passcode: #p1wH0Pj
Audio Transcript: https://virginia.zoom.us/rec/share/Zo4bL2c8–7QPnPMk0FBvq_9HMYGP-L24q7KZ6lhmggtpYAi84jTXCoUCjuaU7OI.FbDAxJa5mF1VVB88
- Passcode: #p1wH0Pj
Meeting Slides & Resources
- SEAS’ NSF Proposal Preparation Slides
- SciENcv – Delegation Instructions
- SciENcv – Generating an NSF Biosketch
ZOOM AI Meeting Summary:
Quick recap
The meeting covered various aspects of research administration, including data use agreements, contract negotiations, and tools for managing federally required documents. Discussions focused on the processes and challenges involved in data transfer, compliance requirements, and the use of platforms like Huron Forum and Science TV. The meeting also addressed changes in NSF proposal regulations and the importance of submitting all required documents for grant proposals.
Next steps
• Lauren to decide on format for December RAM meeting (newsletter or rescheduled meeting) and communicate decision to attendees.
• Steven to discuss research data certification team turnaround times with Jeff Martins.
• Jamie Petrasic and contracts team to develop a checklist/job aid for completing contract agreement types in Huron.
• Lauren to collect and share follow-up questions on DUAs/Huron with Sharon’s team and Jamie’s training team.
• Lauren to distribute Science CV guidance documents from Steven’s team to RAM attendees.
Summary
RAM Meeting: Data Use Agreements & NSF Proposals
In the meeting, Lauren welcomed everyone to the November RAM meeting and introduced the two main presentations for the day. The first was by Sharon Taraska from the OSP contracts team, who would discuss data use agreements. The second was by Steven and Rebecca from the School of Engineering and Applied Sciences, who would discuss collaborative proposals between the School of Medicine and the School of Engineering for NSF. Lauren also mentioned that the December RAM meeting might not take place due to the approaching winter break, and instead, a newsletter-style update might be sent out. She encouraged feedback on this decision.
Data Use Agreement and Research Data
Sharon discussed the use of a typical data use agreement (DUA) for transferring research data. She explained that the DUA defines the terms and conditions of data transfer, storage, use, and disposal, and covers essential terms such as publication and liability. Sharon also mentioned that the FDP DUA template is designed for data derived from humans but can be adapted for other types of research data. She highlighted the advantages of using this template, including standard and non-negotiable terms, a pre-populated attachment for project-specific information, and fillable sections for project-specific details. Sharon also emphasized the importance of providing the legal names of the provider and recipient, the project title, and the IRB number and title in the agreement.
Preparing Data Use Agreement (DUA)
Sharon discussed the process of preparing a Data Use Agreement (DUA) for data transfer. She highlighted the importance of identifying the type of data, such as de-identified, limited data set, or personally identifiable information, as this determines the compliance requirements. Sharon also emphasized the need for a detailed description of the data and the project, including technical requirements and data handling after the agreement’s expiration. She noted that the contract negotiator typically drafts the DUA, but the provider of the data can also do so. Sharon also addressed questions about invoicing and payment for data preparation costs, stating that these would typically come from the department and would need to go through procurement if significant.
Research Approval and Compliance Process
Sharon, Tiffany, and Celeste discussed the process of obtaining approvals for research involving human subjects or data. Sharon emphasized the need for compliance documentation, such as IRB approval or exemption, before signing a DUA. Tiffany suggested that even if research appears non-human subjects, it’s still necessary to complete an online survey for documentation. Celeste added that uploading relevant IRB documentation with the smart form submission can be helpful. Sharon also mentioned that a data certification from the research data certification team is required for outgoing data derived from human subjects. The team acknowledged that the process is not straightforward and they are working to improve it.
Contract Negotiation and Collaborator Agreements
Sharon discussed the process of contract negotiation, emphasizing that only a specific team can make certain calls. She explained the standard liability provision and the typical no publicity clause in their agreements. Sharon also highlighted the need for amendments if the scope of work, collaborators, or attachments change. She clarified that collaborators must be aware of the terms of the agreement and that they should execute a substantially similar agreement. Sharon also addressed a question about regulatory violations, stating that even if another institution doesn’t require a Data Use Agreement (DUA), UVA does. She mentioned that the VPR’s office is working to streamline the requirements and turnaround times for outgoing research data.
Data Certification Process Challenges
Sharon, Steven, Lynn, Tiffany, and Celeste discussed the challenges they were facing with the data certification process. Steven expressed frustration over the lengthy time it was taking to complete the process, which was impacting their projects. Lynn explained that the data certification process was crucial for ensuring the correct terms were included in agreements to cover the level of data. However, she also acknowledged that the process needed to be improved. Celeste added that the data governance committee, which was more Med Center related, could also be involved in the review process, which could further delay the process. Steven agreed to bring up the issue with Jeff Martins and Laurie.
Huron Forum and Science TV Overview
In the meeting, Celeste and her team provided an overview of the Huron Forum, which is a tool used for managing contract agreement types. Lauren encouraged the team to ask questions or seek clarification on any issues they encountered with the tool. She also mentioned that Jamie Petrasic, part of the Vpro’s training team, is working on a checklist or job aid for completing contract agreement types. The team also discussed the changes in the regulations and requirements for NSF proposals, with a focus on the use of research.gov for submission. Na and Rebecca then introduced Science TV, a free tool developed by NIH in collaboration with other Federal agencies, which simplifies the process of creating and managing federally required documents.
Managing Researcher Profiles and Documents
Na discussed the workflow for researchers in creating and managing federally required Biosketch and other support documents for grant proposals and reporting purposes. She highlighted the importance of setting up an account using RA comments or login, assigning a destination for profile access, and linking an Orchid account, Google Scholar, or other research portfolio. Na also emphasized the need for PI to review and download documents, and for administrators to ensure all information is accurate before downloading other support documents. She also addressed the use of delegation, which allows multiple people to work on and manage a PI’s account, enhancing collaboration and streamlining the submission process.
Senior Personnel Documents and Submission
Na discussed the required documents for senior personnel working on a project, including a file sketch, current and pending support, collaborators and other affiliations, and synergistic activities. Na also mentioned that these documents can be generated by Syd and the PI can provide the collaborators and other affiliations. Na further explained the format for ordering Sf submission and the difference between NSF and NIH submission. Stephen asked about a template for POD other support, which Na promised to share later. Lauren confirmed that she could see the template shared by Na.
Proposal Submission and Document Management
Na discussed the importance of submitting all required documents for a proposal, emphasizing that without them, a submission cannot be made. Rebecca then shared her screen to demonstrate how to log in and accept delegation requests in CV. She explained the process of updating documents, including current and pending proposals, and the need for PIs to certify and download their documents. Lauren added that School of Medicine faculty should use their ERA Commons login for progress reporting. Rebecca also highlighted that while she can update documents as a delegate, she cannot download or certify them, which is a task the PIs must do themselves. Lauren suggested that the documents Rebecca shared could be helpful for disseminating to PIs.
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Meeting Recording: https://virginia.zoom.us/rec/share/C8-wSrq_ONNyFRX2ACDFJp6gHQpegL12An2I0xGh1Mso1hQo67Zb0Hto8pj8Q2jG.CxqV1y3DHb52cv9i
- Passcode: .5SSt^AL
Audio Transcript: https://virginia.zoom.us/rec/share/nUKYTXEVaCQdQahCh0Jquovk6FaGvxP-2pOccHA0s3ufLtyLspQ4RNvMAa4McRa6.PA4L05IJEBVkrL7V
- Passcode: .5SSt^AL
Meeting Slides
- UVA Health Sciences Library: Open Access Research Symposium 2024
- SOMOGC Office Hours for NIH Fellowships – Friday, November 8th @ 10am
ZOOM AI Meeting Summary:
Lauren led the October school medicine RAM meeting, introducing new team members and discussing Nih updates and reminders, particularly the updated reporting requirements for data management and sharing plans. She also announced upcoming changes to the application forms, the importance of submitting complete applications before the internal deadline, and the compliance requirements related to research administration. Lastly, she discussed the process of initiating a resubmission funding proposal for NIH resubmissions, the importance of understanding which institutes participate in specific funding opportunities, and upcoming professional development events.
- Lauren to update the website to remove the duplicate Significant Financial Interest (SFI) link on the compliance requirements page.
- Lauren to post the new NIH Fellowship checklist on the grants and contracts website.
- Department administrators to establish internal deadlines for proposal submissions and work with chairs to enforce them.
- Lauren to organize a meeting on human subjects research exemptions and requirements for future RAM meetings.
- Lauren to resend information about the Open Access and Research Symposium on October 23rd.
- All attendees to review the new forms I package changes and prepare for implementation after January 25th.
October School Medicine RAM Meeting Highlights
Lauren led the October school medicine RAM meeting, introducing new team member Jayde, who recently joined from UC San Diego. Jackson, a new member of the cancer center team, also introduced himself. The meeting focused on Nih updates and reminders, particularly the updated reporting requirements for data management and sharing plans. Lauren explained the new requirements, including the need to report on these plans in the Pprs and the updated Rppr Instruction Guide. She also discussed the system validations built into the Rppr and the options for those without a plan. The team was advised to consult Lauren if they encountered any issues or questions during the submission process.
Application Form Changes and Science CV Implementation
Lauren announced upcoming changes to the application forms, set to be implemented after January 25th of next year. The changes include renaming fields, updating expiration dates, and updating field labels. The new forms will be applicable for applications submitted after the mentioned date. Lauren also mentioned that the updates to the Biosketch and other support have been pushed until May of next year. She encouraged the use of Science CV for standardizing the creation of these documents. Lauren also highlighted the importance of carefully selecting the correct forms package when preparing a funding proposal in Huron. Kim suggested the possibility of the NIH issuing a new funding proposal number with the I forms, but Lauren was unsure if this would be implemented.
Adjusting Deadlines and Preparing for Holidays
Lauren discussed the upcoming deadlines and holidays, emphasizing the need to adjust internal submission deadlines around holidays. She highlighted the November 5th resubmission, renewal, deadline, advising that applications should be submitted on November 4th to avoid missing the deadline due to the university holiday. She also mentioned the university’s winter break and the need to submit applications by December 13th to meet the January 1st deadline. Lauren also announced office hours on November 8th for those applying for NIH fellowships and the release of a new fellowship checklist to help prepare applications.
New Web Forms and Process Updates Discussed
Lauren announced new web forms for submitting F&A waivers and deadline policy exceptions, aiming to standardize processes and ensure timely processing. She emphasized the importance of using these forms and sending an email to Som Ogc when a request is ready for review. Susan asked about the necessity of using the new forms, to which Lauren responded that while not required, they are preferred for standardization and tracking purposes. Lauren also mentioned updates to the Nih Fellowship checklist and the consortium commitment form, and encouraged feedback on the website. Melissa raised a question about updating the abbreviated LoI with revised UG language, which Lauren confirmed was a topic of discussion.
Certification and Compliance Challenges in Subcontracting
Lauren and Melissa discussed the challenges of certification and compliance when working as subcontractors with other institutions. Lauren clarified that there are three consortium forms on their website, with the most updated one including all necessary certifications. She suggested that institutions should ask their prime applicants if they have a form like this, and if not, they can send one of their versions. Melissa agreed, suggesting that institutions could direct their subcontractors to the FDP for the required information. Lauren also noted that sometimes institutions request additional forms after the initial submission, which could be avoided if all necessary information was bundled together initially.
New Form for Consortium Commitments and Signatures
The team discussed the use of a new form for consortium commitments, which is now required by the University Grants Committee (UGC). They agreed that the form should be used whenever possible to ensure all necessary information is in one place. They also discussed the possibility of using the new form for ongoing projects, with the understanding that it might not be necessary for every year of the same award. The team also discussed the process of obtaining signatures from authorized organizational representatives, with the consensus that an email with the new certification language would suffice in some cases. The team agreed to use the new form whenever possible, but also to accommodate existing processes and proposals.
Managing Deadlines and Incomplete Applications
Lauren discussed the high number of requests for deadline exceptions and incomplete applications, emphasizing the importance of submitting complete applications before the internal deadline. She explained that applications submitted after the deadline may only receive a compliance review, and if errors are found close to the submission deadline, they may not be able to be fixed in time. Lauren also mentioned that they are tracking late requests by department and will meet with department chairs if the number exceeds five. She stressed the need for establishing internal deadlines to ensure everyone has time to do their job effectively. Catherine confirmed that their department has a written policy regarding deadlines.
Effective Policy Implementation and Compliance
Catherine and Lauren discussed the importance of setting an example from the top for effective policy implementation, particularly in the context of the School of Medicine. They agreed on the need for buy-in from chairs and the importance of stressing the role of each part of the process. Lauren also addressed the issue of filling out the deadline exception request, suggesting that while it might be more difficult with a web form, it’s still possible for anyone to complete it. The team also discussed the responsibility of faculty in the process. Lastly, Melissa asked about directing Principal Investigators (PIs) to complete compliance, and Susan confirmed that all necessary links are available on their website.
Compliance Requirements and Training Discussion
Lauren discussed the compliance requirements related to research administration, including the completion of two trainings in the city module and a patent agreement. She mentioned that the patent agreement is a one-time requirement, while the trainings need to be completed every four years. Lauren also noted that the Combined Institutional Conflict of Interest (COI) and External Activities (EAD) disclosure is now done in the system, which has been a point of struggle for some faculty. Melissa asked about the process of checking compliance, to which Lauren confirmed that a reporting system called ClickSense can be used. Susan raised a question about the timing of the COI and EAD training requirements, which Lauren confirmed are required at the award stage, not the proposal stage.
NIH Resubmission Funding Proposal Process
Melissa and Lauren discussed the process of initiating a resubmission funding proposal for NIH resubmissions. Lauren emphasized the importance of starting the resubmission from the original funding proposal to avoid having to redo the entire process. She also advised reviewing any pre-populated information in the resubmission, as it may not be up-to-date. Catherine added that salaries need to be manually updated in the resubmission, as the old information may still be present. Lauren also mentioned that highlighting changes in the technical documents is no longer allowed for NIH resubmissions, and these should be noted in the introduction instead.
Understanding Institute Participation and Deadlines
Lauren emphasized the importance of understanding which institutes participate in specific funding opportunities, such as the R. 21 parent funding opportunity, to avoid applications being withdrawn. She also highlighted the need to be aware of unique deadlines for certain institutes, like the National Cancer Institute, to avoid missed deadlines. Catherine and Susan added to the discussion, noting the requirement for a modular budget for R. 21 applications and the existence of clinical trial-specific funding opportunities.
NIH Application Process and Upcoming Events
Lauren discussed the NIH application process, emphasizing the 2-day pending review window where only minor changes can be made before the deadline. She stressed the importance of faculty reviewing previews of their applications to catch any issues. Lauren clarified the difference between exempt human subjects research, which still requires documentation, and non-human subjects research. She also reminded the team about restrictions on including dental insurance for graduate students on grants. Lauren announced upcoming professional development events, including the OSP Research Administrators Forum, and an NIH primer for those new to NIH funding. The next meeting will cover data use agreements and NSF proposal requirements.
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Audo Transcript:
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SRAI LevelUP Demo/Sandbox [available until May 28th]
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Link to the F&A Sharing Procedure that was discussed during the meeting.
SOMOGC News & Announcements - 2023
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Resources:
Link to Workday RAD. Click on the “Research” stream, then on the “Workday RAD” workbook.
Link to the UVA Business Terms page that was discussed and linked in the Zoom chat.
The new RPPR Cover Sheet, which is required for all RPPR submissions, can be found under “General Resources” on the Forms & Templates section of our website.
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The Huron transaction graphic that we shared can be downloaded below: